Administrative Assistant – Patient Support Programs

Administrative Assistant – Patient Support Programs 

Job Summary

The Administrative Assistant is a critical operational role within Patient Support Programs (PSPs), responsible for managing high-volume intake, triaging communications, and ensuring the accurate flow of information across the program. Acting as the central coordination point for incoming documentation and requests, this role supports timely patient access and continuity of care.

Working closely with frontline staff, the Administrative Assistant enables efficient, compliant, and well-coordinated program operations. This role requires strong organizational skills, sound judgment, and the ability to prioritize competing demands in a fast-paced environment.

Key Responsibilities

Intake, Triage & Workflow Coordination

• Receive, review, and triage high volumes of incoming communications, including emails, faxes, and electronic documentation from patients, healthcare providers, and clinics.
• Assess incoming materials for completeness and urgency, and route to the appropriate team members for action.
• Monitor shared inboxes and intake channels to ensure timely processing and follow-up.
• Track and prioritize outstanding items to support service level expectations and minimize delays in patient access.

Program & Administrative Support

• Create, maintain, and update patient records, ensuring accurate and timely data entry within CRM systems.
• Manage document intake, indexing, and filing in accordance with program workflows and compliance requirements.
• Support day-to-day PSP operations by maintaining organized administrative processes and documentation standards.
• Assist with reporting, data quality initiatives, and administrative projects as required.

Communication & Coordination

• Coordinate information flow between external stakeholders (clinics, physicians, patients) and internal PSP team members to ensure timely follow-up.
• Support outbound communication as needed to clarify documentation or obtain missing information.
• Maintain strict confidentiality and adherence to privacy regulations when handling patient information.
• Adhere to the highest standards of entering accurate patient information into the CRM.

Collaboration & Continuous Improvement

• Partner closely with PSP team members to ensure seamless coordination of patient support activities.
• Identify inefficiencies in intake and administrative workflows and recommend improvements.
• Contribute to SOP updates, training initiatives, and process enhancements based on day-to-day operational insights.

Qualifications

• Bilingualism (French/English) is an asset
• Ability to work between the hours of 8AM-8PM EST required.
• Post-secondary education in Medical Office Administration, Business Administration, or a related field (preferred). New grads welcome!
• Experience managing high-volume administrative workflows, ideally in a healthcare or PSP environment.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and CRM/database systems.
• Strong organizational and prioritization skills, with high attention to detail.
• Ability to assess urgency and make sound decisions in a fast-paced, high-volume environment.
• Effective written and verbal communication skills.
• Proven ability to work collaboratively within a team-based environment.

Please note: The Company does not use artificial intelligence in the screening, assessment, or selection of applicants for this position. This job posting relates to an existing vacancy.